Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
·
Coaching businesses depend on two things: how quickly applicants get on a call, and how well past clients are kept in touch with for renewals and referrals. Keap and Keap Max Classic can run both, but only if the account is built around the coaching workflow rather than e-commerce defaults.
The setup I build for solo coaches and coaching practices, with the approval and opt-out points included.
The application flow
- ●Application form (Wufoo, Typeform, or Keap's own) posts to Keap and applies 'Lifecycle - Applicant'
- ●Immediate confirmation email with the booking link to your Calendly or Acuity
- ●Booking confirmed in Calendly or Acuity applies 'Behaviour - Booked Discovery Call', through the native connection or Zapier depending on your Keap product
- ●Pre-call reminder sequence (24 hours, 1 hour) with prep questions
- ●Post-call follow-up sequence with proposal and 2-3 follow-up touches
Nurture for applicants who do not book
Some applicants never book. A short nurture sequence that re-offers the call gives them a second chance without you chasing by hand. Anyone who replies to say no, or unsubscribes, comes out of the sequence. That removal has to be built into the campaign, not assumed.
- ●Day 1: short reminder of the booking link
- ●Day 4: case study or testimonial from a similar client
- ●Day 9: 'biggest mistake my coaching clients fix in month one' style email
- ●Day 14: final invitation, then move to long-term newsletter list
Onboarding and delivery
- ●On purchase, apply 'Lifecycle - Client' and 'Cohort - YYYY-MM'
- ●Trigger a welcome sequence with intake forms, scheduling links, and resource library access
- ●Send a 'midpoint check-in' email at the halfway point of the engagement
- ●Send an 'engagement ending' sequence two weeks before the contract ends
Renewals and referrals
- ●Renewal offer 14 days before contract end, with a tag-triggered 'Renewed' or 'Not Renewing' branch
- ●On 'Not Renewing', drop into an alumni nurture (1 email per month) so you stay top of mind
- ●Quarterly referral ask to alumni with a simple 'who do you know' prompt
- ●Annual return-to-coaching campaign with a checkup offer
- ●Renewal and referral emails go to a list you approve first, not to every past client automatically. Clients who opted out of marketing stay out, and a 'do not contact' tag stops every campaign in the account.
Past clients already know your work, so renewal and referral asks belong in the setup. Keap makes it a campaign rather than a memory task, as long as the opt-outs are respected.
FAQ
Want help reviewing your account?
I help review Keap and Infusionsoft records, campaigns and integrations, then scope the corrections and documentation needed. Scope and pricing live on the Keap & Infusionsoft Consultant service page.
Book a free callTell me what needs attention and which tools you use. I review inquiries personally and normally reply within one business day with the next step. Any detailed audit or implementation is scoped separately.
Related Services
Related Reading